Welcome to IDX Automator Pro
Welcome to IDX Automator Pro, your all-in-one, professionally branded "business-in-a-box" solution designed specifically for real estate agents. Built on the powerful Level Play Digital platform, IDX Automator Pro gives you everything you need to attract leads, manage clients, automate follow-ups, and showcase listings—all in one place.
Whether you're a new agent or an experienced broker, this guide walks you through each feature in your system so you can maximize productivity, streamline communication, and grow your business.
Quick Start Checklist
Complete these steps to launch your real estate business-in-a-box in under 1 hour!
✅ Complete your Business Profile Setup
✅ Connect your Google Calendar
✅ Import your contacts and leads
✅ Review your prebuilt automations & campaigns
✅ Launch your branded real estate website
✅ Take the guided onboarding tour
✅ Schedule your complimentary 1-on-1 call
✅ Set up notifications and mobile app
1. Dashboard
Overview:
Your Dashboard is the command center of IDX Automator Pro. It gives you a snapshot of your pipeline, recent activity, lead sources, and campaign performance—all in one place.
⚠️ Note: The availability of specific widgets may vary depending on your subscription plan and permissions.
Available Dashboard Widgets & Descriptions:
Opportunities Overview
Displays active, won, and lost deals by pipeline stage
Helps you quickly visualize how your leads are progressing
Tasks & Appointments
Shows your upcoming and overdue tasks, events, and appointments
Ideal for staying on top of client follow-ups and property showings
Recent Activities
Lists the most recent activity from your contacts
Includes email opens, clicks, replies, and form submissions
Lead Source Breakdown
Graph showing where your leads are coming from (e.g., Website, Facebook, IDX, Referrals)
Helps you measure the ROI of different lead generation channels
Manual Actions Needed
Displays pending manual actions triggered from automations
Helps you avoid bottlenecks in your workflows
Funnel Performance
Tracks conversions through your sales funnel
Highlights drop-off points and opportunities for optimization
SMS & Email Stats
Overview of your latest broadcasts or automation messages
Includes delivery rates, open rates, and click-through rates
Contact Trends
Tracks new contacts over time
Helps you monitor your database growth and list health
Real Estate Use Case:
Track how many buyer/seller leads have entered your pipeline, where they came from, and how many are moving toward a sale. Use the dashboard to follow up with hot leads and respond to urgent tasks.
Pro Tip: Pin your most-used widgets to the top and remove any you don't need to keep your dashboard focused and actionable.
2. Conversations
Overview: The Conversations tab is your unified inbox for text messages, emails, calls, and Facebook/Google messages.
Key Features:
Centralized inbox for all client communications
Email, SMS, call logs, and social messaging
Templates and canned responses
2-way SMS and email tracking
Real Estate Use Case: Reply to showing requests, answer listing inquiries, or follow up with leads—all from one dashboard.
Pro Tip: Use prebuilt text templates to reply instantly to common questions like "Is this property still available?"
3. Calendars
Overview: Calendars help you schedule appointments, showings, consultations, and follow-ups.
Key Features:
Sync with Google Calendar
Create appointment types (e.g., Listing Consultation, Buyer Tour)
Automate appointment confirmations and reminders
Connect directly to workflows and email follow-ups
Real Estate Use Case: Create a "Book a Showing" calendar link and embed it into your email signature, website, or social media bio.
Pro Tip: Automate reminders to reduce no-shows for client meetings or home tours.
4. Contacts
Overview: The Contacts section is your real estate CRM, giving you a centralized place to store, manage, and engage with every buyer, seller, or lead.
Key Features:
Contact tagging and segmentation
Smart lists and saved filters
Notes, tasks, and activity history
Custom fields for property preferences, timeline, etc.
Real Estate Use Case: Segment contacts into buyers, sellers, past clients, and hot leads so you can send targeted messages and follow-ups.
Pro Tip: Use tags like "First-Time Buyer," "Seller – Pre-Listing," or "Luxury Buyer" to tailor your communication and marketing.
5. Opportunities
Overview: Opportunities is where you visually manage your sales pipeline. Each stage represents a step in the client journey from lead to closing.
Key Features:
Drag-and-drop pipeline view
Custom stages (e.g., New Lead, Appointment Set, Contract Signed)
Conversion rate tracking
Deal value estimation
Real Estate Use Case: Track where each client is in your sales process. See which leads need attention, and forecast your upcoming closings.
Pro Tip: Automate tasks or emails when a lead is moved from one stage to the next (e.g., send listing alerts when lead moves to "Active Buyer").
6. Marketing
Overview: This section gives you access to prebuilt campaigns, templates, email broadcasts, and social tools to promote your listings and brand.
Key Features:
Email and SMS campaigns
Prewritten templates for follow-up, promotions, newsletters
Social planner for scheduling posts
Form and survey builders
Real Estate Use Case: Launch a new listing campaign with emails, texts, and social posts in one click using a prebuilt workflow.
Pro Tip: Customize email templates with local market stats or community highlights to build trust and increase engagement.
7. Automation
Overview: The Automation tab is where IDX Automator Pro does the heavy lifting—automating your lead follow-up, appointment reminders, and more.
Key Features:
Workflow builder with triggers and actions
Automation templates (buyer lead, seller nurture, post-closing)
Time delays, conditional logic, and task creation
Real Estate Use Case: Trigger a welcome text and drip email series as soon as a new lead comes in from your website or IDX form.
Pro Tip: Use automation to follow up after an open house with thank-you emails and links to similar listings.
8. Sites
Overview: This is where you access and manage your semi-custom, professionally designed website—branded to match your broker’s style and optimized for IDX listings.
Key Features:
Preconfigured site with homepage, contact page, and IDX pages
Lead capture forms and landing pages
Customizable sections (logo, bio, contact info, featured listings)
Blog posts with built-in SEO and AI content support
Real Estate Use Case: Promote your agent-branded website on business cards and social media. It's fully hosted, SEO-optimized, and ready on day one.
Pro Tip: Use the included marketing templates to drive traffic to your site and convert visitors into leads automatically.
9. Media Storage
Overview: This is your centralized media library for uploading and organizing your digital assets.
Key Features:
Upload photos, logos, PDFs, and videos
Organize assets for use in campaigns, automations, and your website
Quick access for image selection inside templates and emails
Real Estate Use Case: Upload listing photos, testimonial videos, and brand assets to use across your marketing channels.
Pro Tip: Name your files with SEO-friendly titles before uploading to improve search engine visibility.
10. Reputation
Overview: This section helps you build, monitor, and manage your online reviews.
Key Features:
Send review requests by text or email
Monitor Google reviews
Auto-responses to new reviews
Dashboard to track rating trends
Real Estate Use Case: Send review requests after closings to build credibility and attract new clients via social proof.
Pro Tip: Use automation to trigger review requests immediately after a deal closes.
11. Reporting
Overview: Track the performance of your campaigns, sales pipeline, emails, and automations with detailed analytics.
Key Features:
Funnel conversion metrics
Email/SMS performance
Pipeline value and movement
Source attribution (where leads come from)
Real Estate Use Case: See which marketing channels are bringing in the most leads—and which campaigns are producing results.
Pro Tip: Use filters to track performance by tag (e.g., Buyer vs Seller) to better understand which group responds best to each strategy.
12. Settings
Overview: Settings is where you manage your account details, integrations, notifications, and business profile.
Key Features:
Connect Google Calendar, Gmail, Facebook, and IDX forms
Configure email/SMS sender info
Manage profile details and business logo
Customize pipeline stages and appointment types
Real Estate Use Case: Make sure all integrations are connected so leads flow directly into your dashboard without manual entry.
Pro Tip: Update your business profile immediately to ensure all branding (emails, site, SMS) looks polished and professional.
Here’s the complete Video Tutorials & Onboarding Links, Frequently Asked Questions (FAQ), and Glossary of Terms sections you can add directly after the "Settings" section in your guide:
Video Tutorials & Onboarding
To make your experience as seamless as possible, we’ve included helpful walkthroughs and support:
Frequently Asked Questions (FAQ)
Q: How do I launch my website?
A: Your real estate website is preconfigured, professionally designed, and branded to match your brokerage. It’s ready to go live with minimal setup.
To access your website:
Log into your Level Play Digital dashboard.
Click on the Sites tab in the left-hand menu.
Select your site under the Websites section.
Use the Edit or Preview buttons to view and customize your site.
Before sharing your site:
Go to Settings > Business Profile to update your contact information and logo.
Optionally connect a custom domain in Settings > Domains.
Preview the live site to confirm everything looks great.
Q: How do I get leads from my site into my CRM?
A: Your site’s forms are already connected to your CRM. New leads automatically appear under the Contacts tab and are placed into your lead nurturing workflows.
Q: Can I edit my prebuilt automations?
A: Yes! Go to Automation > Workflows. You can customize any automation by clicking into a workflow and modifying the steps, timing, or messaging.
Q: How do I request a review from a past client?
A: Go to the Reputation tab. From there, you can send a review request by text or email, and even automate it after a deal closes.
Q: What if I need support?
A: Use the in-app chat support inside Level Play Digital or connect with your onboarding specialist during your 1-on-1 call for help with setup, automations, or anything else.
Glossary of Terms
CRM (Customer Relationship Management):
A system that helps you organize, track, and follow up with leads and clients.
Pipeline:
A visual tool to manage your client journey from new lead to closed deal.
Workflow:
A set of automated steps triggered by actions like form submissions or lead entry.
IDX (Internet Data Exchange):
A feed that displays MLS property listings on your website.
Smart List:
A dynamic list of contacts filtered by behavior, tags, or conditions.
Landing Page:
A standalone web page created for a specific campaign or offer.
Automation:
An engine that runs tasks (like sending texts, emails, and reminders) without manual effort.
Reputation Management:
Tools to gather, track, and respond to client reviews across platforms.
Lead Source:
The origin of a lead—such as Facebook ads, website forms, open houses, or referrals.
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